Wasting valuable resources in unproductive and inefficient meetings can be one of the biggest avoidable costs for any business.
This Meetings Toolkit has been complied to improve the efficiency and effectiveness of Meetings with tools and templates designed using direct feedback from many different businesses about the structure and culture of meetings.
The kit contains:
1. Powerpoint presentation on the why and how to improve meetings
2. Three Excel templates to assist:
1. Agenda Template
2. Meeting Log
3. Meeting Scorecard
These will help deliver better desired outcomes, making meetings work harder for you and more efficient meetings translates into less time spent in meetings.
The toolkit emphasizes the importance of aligning meetings with the "40-20-40 Rule," ensuring thorough preparation, efficient execution, and diligent follow-up. This structured approach guarantees that all participants are well-prepared, roles and responsibilities are clear, and action items are tracked and completed. The detailed agenda template included in the toolkit helps in setting clear expectations and outcomes for each meeting segment, ensuring that time is managed effectively and objectives are met.
Roles such as Meeting Owner, Chairperson, and Scribe are clearly defined to ensure accountability and smooth facilitation. The toolkit also introduces the role of a Meeting Coach to track performance and provide feedback, fostering continuous improvement in meeting quality. Behavioral guidelines are outlined to promote respect, active listening, and focused discussions, which are crucial for productive meetings.
The toolkit includes a Meeting Scorecard to identify efficiency and effectiveness issues, provide recommendations, and track performance. This scorecard helps in evaluating meeting outcomes and identifying areas for improvement. The inclusion of guidelines for pre-reading and presentation ensures that all participants are well-informed and prepared, leading to more meaningful and productive discussions.
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Source: Best Practices in Meeting Facilitation, Feedback PowerPoint Slides: Complete Toolkit for Improving Meetings PowerPoint (PPTX) Presentation Slide Deck, STRATICX
This PPT slide outlines best practices for conducting effective meetings, structured around "The 40-20-40 Rule," which emphasizes the importance of preparation, execution, and follow-up. Each section is allocated a percentage to highlight its significance in the overall meeting process.
Preparation, accounting for 40% of the focus, includes key actions such as preparing and distributing the Terms of Reference (TOR) and agenda. Assigning specific roles—Owner, Chairperson, Scribe, and Coach—is crucial for clarity. The agenda should be utilized to differentiate between required and optional attendees, ensuring that the right people are present. Completing action items and updating the electronic action log beforehand is also emphasized, along with distributing pre-reading materials that include executive summaries. Reading these documents and clarifying any issues prior to the meeting is vital for informed participation.
Execution, which represents 20%, stresses shared responsibility among all participants for meeting efficiency. Clear role definitions and a review of the TOR and agenda are necessary. Recapping the action log from the previous meeting and adhering to agreed Ground Rules are also highlighted. The presence of a meeting Coach is recommended to monitor performance and address issues as they arise.
Follow-up, again at 40%, focuses on updating the electronic action log promptly after the meeting. Participants are expected to take ownership of their action items and ensure they are completed by the due date. The latest action log should be reviewed at the start of the next meeting, with overdue items highlighted and completed tasks acknowledged. This structured approach aims to enhance accountability and ensure that meetings lead to actionable outcomes.
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